Petroleum Equalisation Fund Management Board PROJECT AQUILA AT

Petroleum Equalisation Fund (Management) Board PROJECT AQUILA AT A GLANCE

Vision & Mission Statements Vision: Petroleum Products for All Mission Statement: To the Public – Partner with stakeholders in ensuring effective distribution of petroleum products for sustainable development. To Marketers – To be a prime and transparent organisation for the timely reimbursement of marketers’ transportation claims. To Employees – A place of pride to work, a conducive work environment where hard work, honesty and transparency are rewarded. To the State – A responsible, accountable and efficient Parastatal facilitating the distribution of petroleum products nationwide at approved prices.

CORE VALUES The Petroleum Equalization Fund (Management) Board Values And promotes high ethical standard of a responsible public service organization, and is specifically committed to: “Core Values” v Integrity v Service v Technology

Introduction l The Petroleum Equalization Fund (Management) Board is pleased to introduce project Aquila, an innovation by the Board to enhance service delivery to our stakeholders. It is an efficient system of managing products distribution and payment of marketers claims l Projects Aquila is expected to enhance monitoring of the distribution of petroleum products and speed up the processing and payment of marketers’ claims. l The Electronic Business Solution will process claims in computerized framework which minimizes the need for human intervention, reducing delays, with an eventual positive result on the marketers businesses, thereby enhancing availability and sale of petroleum products at government approved prices. l This publication is meant to explain all aspects of project Aquila and its impact on Marketers and downstream sector of the protroleum industry.

PROJECT AQUILA AT A GLANCE Outline S/N 1 What is Project Aquila? 2 Which equipments are required? 3 What is Aquila? 4 What Project Aquila is not 5 Requirements for Registration 6 Truck Registration 7 Marketers and Outlets Registration 8 Benefits of Project Aquila (To Marketers, To PEF(M)B, To Oil Industry and the Nation) 9 Processes from Loading to Receiving Depot 10 Payment under Project Aquila 11 How sustainable is it?

What is Project Aquila? l Project Aquila is the application of an automated electronic business solution for the dispatch and reception of products. l It is applied to confirm the loading and delivery of petroleum products at the deposits to enhance claims processing for more effective and efficient services delivery.

Which Equipments are Required? l l l Radio Frequency Identification Device (RFID) Tags for Trucks RFID Reader CN 3 Mobile Device

What is Aquila? l Latin name for Eagle l The Eagle was chosen as the logo for Project Aquila in view of the bird’s strength, speed and accuracy.

What Project Aquila is Not l Project Aquila is not a tracking device to monitor movement of trucks or good in transit. l It is not meant to check movement of the truck, the level of fuel in the trucks or the quantity of the product carried.

Requirements for Truck Registration l All Trucks used for movement of Petroleum Products must be registered and tagged for use in the Aquila solution. l Vehicle Purchase Documents l Proof of Ownership l Receipt of plate Number v Note: PEF(M)B will bear the initial cost of tagging, however, replacement cost of RFID tags from intentional damage or removal will be paid by the Truck Owner.

Requirements for Marketers & Outlets Registration l Registration details with Corporate Affairs Commission (CAC) l Registration details with Department of Petroleum Resources (i. e DPR License number & storage capacity of retail outlets) l Address of retail outlets l Bank account details

Benefits of Project Aquila to PEF(M)B l l l l Efficient service delivery. Ability to plan cash in-flow and out-flow. Easy processing from manual to electronic processing. Eliminate human errors/interferences. Effective data management Cost reduction particularly in transportation and printing of documents. Achieve Marketer satisfaction. Promote a healthy working environment by reducing paperwork.

Benefits of Project Aquila to Marketers l Faster claims processing. l Faster payment of claims l Transparency of processing l Reduction of human errors in processing/interferences l Eliminate wastage

Benefits of Project Aquila to Oil Industry & the Nation l Availability of information/ data management for planning purpose l Ensure adequate supply of Petroleum products across the country l Encourage uniform prices of Petroleum products across the country l Aid marketers business with prompt payment of claims l Check diversion of products l Increase synergy amongst stakeholders in the Petroleum downstream sector

Payment under Project Aquila l Payment in the Aquila solution will take about two weeks l For now, payment takes a minimum of four months l Pending complete migration to the Aquila solution, payment will be made concurrently.

How Sustainable is it? l Change is constant, as PEF(M)B has the technical and managerial expertise to meet up with technology advancement for efficient and effective Petroleum product delivery

Project Benefits of the Solution to You § Faster claims processing § Faster payment of claims §Transparency of processing §Reduction of Human errors in processing/interferances § Eliminate wastage/voluminous paper work §Direct payment to Marketer’s Bank Account via e-payment Project Aquila…In Your Business Interest Requirements from You §Registration Details with CAC § Registration Details with DPR § Registration Details with NNPC § Address of Retail Outlets § Trucks for Tagging §Particulars of Trucks

Depot Operations: Loading Transaction Process Submit Purchase documents for inspection Start Verify accuracy &completeness of purchase Documents Confirm Marketers registration profile& enter transaction details on system Submit Bank Teller for Immediate NTA Payment or use NTA prepayment Compute Payment of NTA Allowance Print & issues receipt Scan & upload sales Distribution Schedule & Manifest File Items Required Form DO 5, payment Receipt, Meter Ticket, Waybill, and Bank Teller (If transaction is for local lifting & No NTA Prepayment bulk deposit was made) Tools Required Not applicable Desktop/laptop connected to the intertent, printer, scanner, starcomms phones Process 2: Steps 1. The following purchase documents are examined & verified for accuracy, completeness and originality, form D 05, payment Receipt, meter ticket, way bill. 2. If the transaction is for bridging or inter -district then the truck is approved for loading the petroleum products & entering of transaction details with PEF (M) B 3. However, if the transaction is for local lifting NTA. Allowance must be paid & receipt issued by PEF (M) B before the truck is approved to load products Transmit unique transaction ID to RFID Tag Process 3: Steps 1. Log in to AQUILA Depot Operations 2. Click New Transaction & enter all required details 3. Click Save when done 4. Once saved the transaction can be viewed in the awaiting box Process 6: step 1. After saving a local lifting transaction, the NTA payment page automatically opens. 2. Click immediate payment if marketer has bank teller & request to pay immediately, alternatively if marketer has previously made bulk payment then click from deposit 3. Enter all required details 4. Click on the print icon when the NTA payment receipt is generated End Tools Required: RFID Reader, CN 3 MBOILE Device, starcomms phones Process 4: Steps 1. Assemble RFID Reader & CN 3 mobile device (ensure batteries are charged & inserted properly) 2. press the yellow button to power on & perform the following steps. Click start. Select Aquila Mobile. Click Lifting Tab. Point RIFD Reader to the RFID Tag on the truck. Click Load. Click Dispatch. 3. Once dispatched the transaction can be viewed in the outgoing box. Process 7: Steps 1. after scanning & saving documents for the upload, log to AQUILA Depot Operations. 2. Click Schedule Distribution list or Manifest: files. 3. Enter transaction date (and code if uploading Schedule Distribution List. Then click browse 4. select the document & wait for select file field to change from yellow to green

Depot Operations: Receiving Transaction Process Start Submit stamped purchase for inspection Offload product (Obtain Diversion Approval if necessary) Collect & submit outturn Report (& Diversion Approval If Obtained Items Required Form D 05, Payment Receipt, Meter Ticket, Way Bill, Outturn Repot, Diversion Approval (If necessary ) Retrieve Transaction information from AQUILA system Read Transaction information from RFID Tag &Enter Destination Print Acknowledgement Certificate, scan & Upload Meter Ticket Confirm final Destination, scan & Upload Outturn report Tools Required. Desktop/Laptop Connected to the internet, printer, scanner, starcomms phones Process 2: Steps 1. Log in to AQUILA Depot Operation 2. Click Incoming 3. Select Transaction from the list Process 4: 1. Log in to AQUILA Depot Operations 2 Click Received Incomplete 3. Click Print/view link for the relevant transaction from the list 4. Click the print Icon 5. Click upload ticket, click browse & select document 6. Wait for select file field to change from yellow to green. Then click save &submit completed Transaction Process 7: Steps 1. Review all document (Acknowledgement certificate, outturn Report, meter Ticket etc) 2. Follow steps in process 4 Note: If division approval is obtained, destination should be updated to reflect the new NTA claims payment based on the finial destination End Tools Required: . RFID Reader, CN 3 MBOILE Device, starcomms phones Process 3: 1. Assemble RFID Reader & CN 3 Mobile Device (ensure batteries are charged & inserted properly) 2. Press the yellow button to power on & perform the following steps. Click start, select AQUILA mobile. , Click Received Tab, point RFID Reader to the RFID Tag on the truck, click Receive, Select Destination, and click Dispatch 3. Once received the transaction can be viewed in the received incomplete box

For Further Enquiries Contact: The Executive Secretary, Petroleum Equalization Fund Management Board Abuja: Plot 542, Cadastral Zone B 09, Shehu Yar’Adua Way, Kado District, Abuja, Nigeria. Website: www. pefmb. gov. ng Telephone: 09 -4606100 -9 ` Lagos: Plot 887, Balarabe Musa Crescent, Victoria Island, Lagos Telephone: (01) 2624386, (01) 8117415 PEF(M)B June, 2013 ISBN: 978 -34771 -0 -3 Customer Service Line: 09 -7803723